Administrative Assistant

Prospect Human Services Society•Edmonton, AB

13d•CA$49,440 - CA$52,000•Hybrid

About The Position

Prospect helps people get jobs. We’re a not-for-profit and registered charity, so while the bottom line can’t be ignored, it’s not our priority. Clients are. We welcome anyone who is looking for a better life through employment. We work with candidates who have degrees; we also work with people who are experiencing homelessness or experiencing a mental health condition or challenge. We can help upgrade clients skills; we can also work with an employer to help them understand a disability. Above all, we’re creative and resourceful. Recognizing that not everyone learns in the same way, our methods include art and the great Alberta outdoors as tools. We help young and old, people changing industries, recent immigrants, veterans, people with disabilities, and everyday Albertans who feel that the job search process has become daunting. If that sounds good to you, let’s get to work!

Requirements

Completion of post-secondary education, preferably in an Administration program
3+ years' of related administrative experience
1+ years’ experience working in one the following database system Salesforce, Mobius, Compass, or GCOS.
Intermediate to Advanced skill level in Microsoft Office
Proven ability to multi-task and efficiently respond to changing priorities
Strong verbal and written communication skills
Experienced in taking meeting minutes, writing, proofing and/or editing correspondence, and compiling reports and charts
Solid interpersonal and client service skills with the ability to work effectively with a variety of stakeholders including clients, funders and staff
Demonstrated ability to work in a confidential environment and handle highly sensitive information
Able to consistently display a warm, friendly, and helpful demeanor
Organized and efficient, with a focus on continual quality improvement
All employees must pass a criminal background check

Nice To Haves

Candidates must be able to work full-time in the office for the first 90 days of employment before moving into a hybrid work structure

Responsibilities

Performs administrative functions in support of the programs as follows: Coordinating program reporting requirements, Scheduling meetings and handling all meeting logistics, Assisting with calendar management, Conducting program related research as required, Managing kitchen and office supplies
Handles Salesforce, Mobius, Compass, and GCOS entries, including: Verifies and/or registers incoming clients into the Salesforce, Mobius, Compass, and GCOS database system, Oversees and coordinates all Salesforce, Mobius, Compass, and GCOS database entries, ensuring timely and accurate input including but not limited to assessments, school training and referrals, evidence entry, attendance verification, school training completions and follow-ups, Creates and maintains accurate client files to coincide with Salesforce, Mobius, Compass, and GCOS entries, Coordinates government contract closures including inventory reports, file submissions, and archiving procedures.
Maintains internal tracking mechanism to verify timing of staff interventions and monitors progression of clients
Ensures filing systems – both hard and soft copy are maintained as per policy
Collaborate with the administrative team to provide coverage at the reception desk as needed, including during staff vacations and time off
Assists in completion of additional administrative projects as required
Complies with company policies/procedures, provincial, privacy and other job-related legislation